Who handles data and how to contact us
Doculea is developed by Systema360 S.r.l., 85100 Potenza (PZ), P. IVA 02227730765.
Contact info@systema360.it for support and privacy@systema360.it for personal data requests.
Systema360 is the controller of the data it receives to handle support requests and its relationship with users. It does not operate a cloud service that receives or stores your document library.
Your documents and catalogue remain under your control
Doculea reads documents and scans, extracts text and stores paths, categories, tags, dates and parties you enter or it detects in a local catalogue. These contents may include personal data, including sensitive information, depending on the documents you choose to process.
OCR, search and classification run on your Mac. The app does not transmit documents, extracted text or catalogue data to Systema360 servers or external AI services. It does not integrate advertising, profiling or third-party usage analytics tools.
If you manage documents for work or on behalf of others, you remain responsible for the appropriate legal bases, retention periods and safeguards. Local processing is not a certification of GDPR compliance.
Folders, networks and permissions
File access is limited to locations authorised through macOS. You can connect local folders, external drives, NAS devices and servers mounted in the system. NAS devices and servers are accessed over the network according to your configuration.
If you choose folders synchronised by external services, transfers are handled by those services and your settings. doculea does not change or replace their data processing terms.
Compatible scanners and iPhone or iPad Continuity features are optional and use Apple system services. A macOS permission does not, by itself, constitute GDPR consent to processing document contents.
Spotlight, notifications and calendar
Spotlight integration is optional and off by default.
If enabled, doculea adds names, document types, categories, tags, dates and senders to the Mac’s local index, never the extracted text from documents.
Turning it off removes the app’s entries from the index.
Deadline reminders are optional local notifications, enabled only with your permission, and may show the document name and due date according to your macOS settings.
You can export deadlines to an .ics file containing document names, deadline types and dates.
If you import it into a synchronised calendar, that service and your calendar settings determine how these data are handled and whether they are transferred.
On-device artificial intelligence
When enabled and available on a compatible device, doculea may use Apple Intelligence through Apple’s on-device model. Otherwise it uses local rules. The version described here does not use Private Cloud Compute.
Automated suggestions are not decisions with legal effects and may contain errors. You can correct them. New categories require your approval.
You can choose optional rules for each source, off by default, and simulate them before activation. Active rules can classify, add data and tags, rename and move new documents while the library window is open. Existing files require a preview and batch confirmation.
Rule settings and outcomes are stored in the local catalogue and may be included in its backup. Restoring a backup leaves rules disabled. Deletion is never automatic.
Purchases, updates and TestFlight
Apple handles accounts, payments, renewals, refunds and app distribution. doculea uses StoreKit to read and verify purchase status on the device. Systema360 does not receive your payment card number from the app and does not operate a licensing server that receives documents.
Apple may provide Systema360 with sales reports, diagnostics and testing information according to the services used and their settings. TestFlight may share technical data, crashes and feedback with the developer. Feedback or screenshots you choose to send may contain personal information, so avoid including confidential documents.
Apple’s role and any international transfers by its services are described in the Apple privacy policy and TestFlight privacy information. These services are separate from local document processing.
Support and legal bases
If you contact us, we process your email address, message and any technical data or attachments you choose to send. You do not need to send us documents to use doculea. Providing useful support information is optional, but its absence may prevent us from addressing your issue.
Product-related requests are handled to perform a contract or take pre-contractual steps under GDPR Article 6(1)(b). Legal obligations rely on Article 6(1)(c). Handling abuse, security and legal claims may rely on legitimate interests under Article 6(1)(f), subject to assessing the individual’s rights.
Data received is accessible to authorised staff and providers needed for email and support, in their respective roles and with the required safeguards. It is not sold or used for advertising. Any processing outside the EEA must use a GDPR transfer mechanism, such as an adequacy decision or applicable standard contractual clauses.
Retention, deletion and backups
You decide how long to retain your documents and local catalogue.
You can remove a catalogue entry without deleting the original document.
You can create a catalogue backup encrypted with a password you choose and save it to an authorised folder on your Mac, an external drive or a mounted NAS.
The backup includes the catalogue and scan drafts, but does not include the original documents already filed.
Automatic backups are optional, off by default and retain the ten most recent copies in your chosen folder.
The automatic backup password is stored in your user Keychain on the Mac.
Systema360 receives neither the backup nor the password.
If you choose a synchronised folder, transfers depend on that service and your settings.
Deleting documents, drafts or scanned pages requires strong confirmation by typing ELIMINA. Original documents are moved to the Trash where supported, with no permanent deletion fallback. Copies in backups and other services follow their own retention settings.
We retain support requests for as long as needed to handle them and document their resolution, considering reopened issues, applicable obligations and the need to establish or defend legal claims. You can request details about your data and the retention criteria applicable to your request.
Protect your Mac and sources with appropriate credentials, restricted access and backups. The app does not automatically encrypt original files or selected volumes.
Your rights
For data actually processed by Systema360, you can request access, correction, erasure, restriction and, where applicable, portability and objection. You may withdraw any consent without affecting previous lawful processing. You may complain to the Italian data protection authority or the competent authority where you live or work.
Write to privacy@systema360.it. We respond within the periods required by the GDPR. We cannot remotely retrieve, edit or delete documents we have not received that remain on your Mac or selected sources.
Website and policy changes
Browsing systema360.it is covered by the website privacy policy and its cookie policy. This page specifically covers doculea, including test versions. The date above identifies this policy’s update.